The Dispatch Clerk is responsible for facilitating order dispatch from the Factory to the customer; by ensuring timely dispatch of goods as per the order specifications – product, quality and quantity.
Responsibilities for the Dispatch Clerk Job
- Facilitate order processing by ensuring order collection from the Sales & Merchandising team
- Oversee goods dispatch to ensure that goods dispatched meet the required standards and verify against purchase order and invoice generated; while ensuring good product handling procedures are adhered to
- Recording and up-dating the Order Tracking Book on orders received for processing; additionally up-dating the status of order received in the Dispatch Summary Book
- Timely scheduling and routing the dispatch delivery plan; on orders received
- Organizing, facilitating and coordinating with approved transporters on timely goods dispatch
- Facilitating and coordinating fuel requisitions for transporters on approved route plans
- Generating actual weights of goods dispatched up-country per vehicle, for generation of invoices
- Verifying and checking on customer returns in liaison with the Quality team
- Scanning and filing of customer invoices generated from orders processed
- Facilitating and coordination timely collections of short expiries, damages and returns identified and reported by the Sales & Marketing team
- Ensure effective allocation of manpower in regard to routing done; with rotations done to ensure familiarity of routes
- Preparation of analysis reports on damages identified in the Loading Bay; including those received from Production and Finished Goods Stores
- Daily tracking of goods dispatched against orders done and noting short deliveries, late deliveries and non-deliveries; and implementing corrective measures to ensure that orders are fully processed
- Preparation of the following reports;
- Deliveries Done; weekly
- Orders On Hold; daily, weekly
- Invoices Scanned: monthly
- Invoices Un-scanned; weekly
- Loaders’ Performance; weekly
- Prepare, generate and submit weekly timely and accurate reports to your Supervisor
- Any other duties not necessarily mentioned which are in line with the position of a Dispatch Clerk
Role Profile Analysis:
- Decision Maker and gives guidance to the team
- Policy implementation and enforcement
- Brand ambassador of the Company
Behavioral Competencies:
- Excellent verbal and written communication skills
- Keen attention to detail and result oriented
- Ability to be adaptable and flexible
- Assertive, aggressive, and proactive
- Planning, presentation, interpersonal, coordinating and organizational skills
Dispatch Clerk Job Qualifications
- Certificate/Diploma/HND in Supply Chain Management, Logistics, Business Management, or any other related course OR,
- KCSE certificate with excellent computer skills
- Good Nairobi Region routes knowledge, and/or experience working under logistics/dispatch set-up
- Knowledge and experience in ISO & GMP
- At least 1.5 years work experience
- Excellent report writing skills
- Good computer skills; Excel, Word
- Good analytical skills
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